HomeMy WebLinkAboutSR - HA25760 CO5 - Laguna Palms AptsPALM DESERT HOUSING AUTHORITY
STAFF REPORT
REQUEST: APPROVE CHANGE ORDER NO. 5 TO CONTRACT NO. HA-25760
(PORTRAIT HOMES, INC.) IN THE CUMULATIVE AMOUNT OF
$144,699.98 FOR BLOCK WALL MODIFICATIONS, SITE/DRAINAGE
IMPROVEMENTS, AND THE ADDITION OF FLOORING SCOPE FOR
THE HOUSING AUTHORITY PROPERTY KNOWN AS LAGUNA PALMS
SUBMITTED BY: MARTIN ALVAREZ, REDEVELOPMENT MANAGER
CONTRACTOR: PORTRAIT HOMES, INC.
265 N. JOY ST., STE. 200
CORONA, CA 92879
DATE: JANUARY 10, 2008
CONTENTS: CHANGE ORDER NO. 5 TO CONTRACT HA-25760
Recommendation:
By Minute Motion, that the Housing Authority:
1. Approve Change Order No. 5 to Contract No. HA-25760 with Portrait
Homes, Inc., in the cumulative amount of $144,699.98 for items not included
in the original contract;
2. Authorize the Chairman to execute the said documents;
3. Appropriate $121,758 to base contract from unobligated housing funds to
cover the addition of scope at Laguna Palms for flooring and repair of
eastern block wall; and
4. Authorize the Finance Director to transfer $22,941.98 from contingency to
base for Change Order No. 5.
Executive Summary:
The Laguna Palms rehabilitation project is 85 percent complete. Approval of staff's
recommendation will authorize Change Order No. 5 in the amount of $144,699.98 to address
replacement of the eastern perimeter wall and modifications to the tot lot fencing, site and
drainage modifications, and the addition of the flooring scope to Portrait Homes at Laguna
Palms. The proposed modifications will improve the project's over-all safety, accessibility, and
quality. Attached please find a summary table with itemized costs and credits:
Staff Report
Approve Change Order No. 5 to Contract No. HA-25760 — Laguna Palms Renovations
Page 2 of 4
January 10, 2008
Block Wall Modifications:
Remove and replace damaged east perimeter block wall
Modifications to tot lot fencing to enhance visibility/safety
Site/Drainage Modifications:
Installation of new drainage box, grate and pipe to properly
receive drainage from the south property and transfer to existing
drywell system.
Export of excess soils from site
Additional survey, staking and grading necessary to comply with
Americans with Disabilities Act.
Transfer of Flooring Scope to Portrait Homes:
Addition of scope to Portrait Homes for installation of carpet,
linoleum flooring and base in all units.
Credits:
Reduction in contractor mark-up for installation of fire sprinkler
system (Change Order No. 1).
Removal of the door transoms required to address storage door
openings at eave lines (Change Order No. 4).
Credit from unused contract allowance to provide area of
separation walls.
Cumulative Total:
Discussion:
Cost
$ 53,497.00
$ 5,493.74
$ 2,222.72
$ 20,790.00
$ 27,903.75
$ 68,261.00
($ 27,053.42)
($ 5,775.00)
($ 639.81)
$144,699.98
The 48-unit Laguna Palms renovation project continues to make progress and is approximately
85 percent complete. The project is scheduled for completion in early 2008. Change Order No.
5 consists of three categories required to address unforeseen safety conditions, site and
drainage modifications and the addition of scope to Portrait Homes contract to implement all
flooring within the units.
Block Wall Modifications:
During several on -site visits and inspections, staff and the construction manager identified a
safety issue with the condition of the existing eastern perimeter block wall. The wall is unstable
and the blocks were not properly filled with concrete to ensure its strength. The wall was built
by the developer of the adjacent townhome project known as Portola Place. The wall totals 280
linear feet and was built in the 1990's. Although the Building Department could verify that a
permit was issued for this work, no plans were on file to confirm the installation specifications.
To address this concern, staff requested that the contractor provide a cost to repair or replace
the wall on our property. The proposed cost to replace the wall is $53,497, which includes
$48,497 to construct a new 6-foot slump stone wall per the City's standards, and a $5,000
allowance to repair and replace any damaged landscaping and improvements to the adjacent
residential property.
G Mda\Martin Alvarezt2007 SRt01100BC05PortraitHomesLP doc
Staff Report
Approve Change Order No. 5 to Contract No. HA-25760 — Laguna Palms Renovations
Page 3 of 4
January 10, 2008
Staff consulted with a structural engineer and based on their field observations their
recommendation was to replace the wall to ensure that all safety concerns are properly
addressed. The engineer indicated that the wall could be retrofitted, but the cost to conduct a
full investigation of the footing and installation of pilaster supports would be near the cost to
replace the wall.
The second change under this category includes modifications to the tot lot fencing. The
current plans included 4-foot high sections of block wall with wrought iron fencing adjacent to
the tot lot area (see plan diagram). In order to improve visibility and safety, staff recommends
that the wall plan be modified to include replacement of the block wall section with wrought iron
fencing and lowering the height of the existing block sections by removing one course. This
modification will improve the visibility of children playing in the tot lot area and will improve
safety. The cost to accomplish modification is $5,493.74.
Site / Drainage Modifications:
This category consists of the installation of a new drainage box, grate and underground pipe to
properly receive drainage at the base of the south block wall coming from the adjacent property
to the south. Currently the south property, adjacent to the tot lot area, drains directly onto
Laguna Palms and out to Santa Rosa Way. This revision will prevent damage to the tot lot area
caused by heavy storm run-off coming from the adjacent property to the south. The cost to
implement this change totals $2,222.72.
The second modification in this category includes additional survey, staking, and grading
required to ensure compliance with Americans with Disabilities Act requirements. The cost for
this added work is $27,903.75. Associated with this additional work, 2,200 yards of soil is
required to be exported from the site. The cost for this work is $20,790.
Addition of Flooring Scope to Portrait Homes Contract:
The installation of all flooring (carpet and linoleum in all units) was originally to be coordinated
by our property manager, RPM. Staff intended to have RPM bid and oversee the flooring
installation on all units using an approved flooring vendor. In order to avoid moving installed
appliances and schedule conflicts between the Contractor and the flooring vendor, staff
recommends adding the flooring scope to the Portrait Homes contract. The cost to add this
scope is $68,261. Portrait Homes' cost is in line with similar installations at other Housing
Authority properties. By adding this scope to Portrait Homes' contract, we will also avoid
warranty issues with appliances, issues with scuffed walls and surfaces, and guarantee that we
have a turn -key product at the completion of the project.
Credits:
The first credit reflected in the change order stems from an error in the contractor's markup for
work performed on the installation of the fire sprinkler system (5% due compared to 15%
included as part of Change Order No. 1). This credit totals $27,053.42. The second credit in the
amount of $5,775 results from the elimination of the use of door transoms (adjustments to
storage room doors conflicting with eave lines approved in Change Order No. 4). An alternate
solution was used resulting in no cost to the project. The third credit is from an unused portion
G ,rna\Martin Alvarez\2007 SR\ 011008C05PortraitHomesLP doc
Staff Report
Approve Change Order No. 5 to Contract No. HA-25760 — Laguna Palms Renovations
Page 4 of 4
January 10, 2008
of a contract allowance to provide proper area of separation walls under the existing breeze
ways in the amount of $639.81.
Therefore, staff is requesting approval of Change Order No. 5 in the cumulative amount of
$144,699.98. The proposed change order will allow the project to continue to move forward
without any additional delays. Staff recommends that $121,758 be appropriated to cover the
added scope to repair the eastern wall and the inclusion of the flooring as part of Portrait's
contract. The remaining $22,941.98 required for Change Order No. 5 will be transferred from
contingency to the base contract leaving a balance of $60,864.92 in the contingency.
Submitted by:
artin Alvarez, Redevelopment Manager
Department Head:
Department Head:
. Moore, Director of Housing BJt.Dakt,g_yWigoyen, Dir. of Red./Housing
Approval:
Carlos L. Ortegyn'/Executive Director
tJ� !'BY HOUSG AUTH 6-0
ON. ..) — ( j�.�,
VERIFIED BY:. Q-c� �..LL.�'' )
Original on file with City Clerk's Office
stin McCarthy, A
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Paul S. Gi
elopment
tor of Finance
G:\rda\Martin Alvarez\2007 SR\011008CO5PortraitHomesLP.doc
LAGUNA PALMS - INTERIOR & EXTERIOR REHAB
SUMMARY OF CONTRACT CHANGE ORDERS
CONTRACTOR: PORTRAIT HOMES. INC. CONTRACT NO. HA25760
871-8610-466-4001
ORIGINAL CONTRACT
ORIGINAL CONTINGENCY
ORIGINAL TOTAL
CONTRACT
CO # Change Order Description
1 Add fire sprklr, deduct wall, repair
headers, const closet walls, cabnts
2 Deduct subfloor, wiring, alcoves, trim, headers,
cleanouts. Add framing, abatement, structural
3 Deduct for bidg ext change. Adds for plumbing,
concrete, fixtures, and accessories
4 Block walll, plumbing & misc upgrades
not included in original contract
5 Add'I fencing, drainage modifications, flooring
Change
Order
Amount
693,530.98
289,124.84
16,085.95
115,774.31
144,699.98
% of
Contract
13.74%
5.73%
0.32%
2.29%
2.87%
TOTALS $ 1,259,216.06 24.95%
Original Appropriation Allocated to THIS CONTRACT
not to entire roject)
$ 5,047,924.00�
\$ 504,792.00
$ 5, 552, 716.00
Revised
Contract
Total
5,741,454.98
6,030,579.82
6,046,665.77
6,162,440.08
6,307,140.06
For Internal Use Only - DO NOT SEND TO VENDOR
g/rda/Beth Longman/Staff Reports/Portrait Homs LP CO Log
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FUNDING
Additional
Appropriations
allocated to THIS
CONTRACT
693, 530.98
121,758.00
Contingency
Balance for this
contract
504,792.00
215,667.16
199,581.21
83,806.90
60, 864.92